What users are saying about
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Top Rated
107 Ratings
4 Ratings

M‑Files

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Top Rated
107 Ratings
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Score 8.6 out of 100
4 Ratings
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Score 10 out of 100

Likelihood to Recommend

M‑Files

For Catholic Health, M-Files has been a huge success. We have around 27,000 documents on this system and it's an extremely easy system to use and a great resource for our end users. It's hard when you make the decision to change vendors and need to pick a new system. There are a lot of companies out there offering their services and promising you everything but when it comes down to it, not all can provide what was promised. I honestly don't think we could have picked a better system for us. We had a few glitches in the beginning because we thought we had 10,000 policies and forms, but when we went to transfer them over, we really, at that time, had 25,000 documents because we had the previous versions that were required to be retained. When creating this system, there was tremendous time spent on our special requirements, and it is well worth that time spent to make a system that is exactly what is required for your company, and I think we accomplished that. Honestly, Strickland Solutions has made enhancements to our system since it was created to increase the quality of our system. I think it's endless what can be done by the programmers. They have always been able to come up with a solution for us. As far as scenarios that are less appropriate, we only asked for a presentation based on our needs but it seems like M-Files could create a system for anything based on the amazing skill of the programmers.
Penny Arnold | TrustRadius Reviewer

SmartSearch

Not really. This is a smart product built by a bunch of former Xerox Docushare and Westbrook Fortis developers and sales directors who got tired of doing it wrong at their old employment.
Terrence Abrams | TrustRadius Reviewer

Feature Rating Comparison

Enterprise Content Management

M‑Files
8.0
SmartSearch
Content capture & imaging
M‑Files
8.0
SmartSearch
File sync, storage & archiving
M‑Files
8.5
SmartSearch
Document management
M‑Files
8.5
SmartSearch
Records management
M‑Files
8.1
SmartSearch
Content search & retrieval
M‑Files
8.5
SmartSearch
Enterprise content collaboration
M‑Files
8.3
SmartSearch
Content publishing & creation
M‑Files
6.9
SmartSearch
Security, risk management & information governance
M‑Files
8.5
SmartSearch
Contract lifecycle management
M‑Files
8.7
SmartSearch
Automated workflows
M‑Files
8.5
SmartSearch
Artificial intelligence
M‑Files
6.6
SmartSearch
Mobile support
M‑Files
7.1
SmartSearch
Integration
M‑Files
7.5
SmartSearch

Pros

M‑Files

  • Infinitely versatile. We have created non-document objects that documents can relate to. These NDOs can be leveraged to find relationships between documents to present versatile views, automated permissions and workflows. No more WHERE is my document, but WHAT is my document!
  • Intelligent Metadata is a great ability to capture what you need to properly categorize your documents and the system will scan the documents to capture that data for you. Users still accept the presented data to ensure accuracy.
  • Customization of notifications is exceptionally useful when monitoring adoption of M-Files. In real time you are able to capture if a user is struggling with a process.
  • Using assignments with workflows means users are not troubled with finding what needs to be done, they simply get the assignment, carry out the work and move on.
  • Integrating with fully custom systems can be a breeze also with several ways to import content and even an API to build your own integrations. The API documentation is thorough!
Jason von Innerebner | TrustRadius Reviewer

SmartSearch

  • Sends email notifications to appropriate individuals when expiration or renewal notice dates are approaching.
  • Offers an easy and fast way to search for specific documents.
  • It allows managers to simply drop documents into the inboxes for Legal to permanently archive.
  • Allows documents to be easily emailed. No more sorting through various files on the desktop to try to find the correct document.
  • Is set up in an organized manner that is appropriate for the documents that are contained in the archives.
Megan Cobleigh | TrustRadius Reviewer

Cons

M‑Files

  • Sharing content externally requires organizational efforts involving information governance, risk management, and IT strategies. There are options the administrators need to consider to permit external sharing. External collaboration requires other IT infrastructure solutions to incorporate M-Files. External facing content can be done, but not easily done without first planning workflows and permission configurations.
  • Configurations are determined by the customer primarily. The creation of properties and classes are at the discretion of the customer administrator. An organization needs to understand information governance and enlist collaboration with M-Files, IT, Records Management, Risk Management, and Legal. This is not so much a downfall of M-Files, but it is a consideration that embarking in the adoption of an ECM is a significant investment for an organization, both financially and human resources management, but the benefits with best practice configuration will ensure success.
  • There are features that are advertised, but further investigation is available with an additional purchase of an add-on. Unfortunately, not entirely unusual in this business
Sarah M.C. von Innerebner | TrustRadius Reviewer

SmartSearch

  • I use Firefox on a Mac Mini and often times my documents will not display in the preview so I will need to email them to myself first to preview prior to sending them to a client or candidate. (The Adobe image preview does not work either)
  • Sometimes it can hang up when saving files with a large amount of graphics.
R.J. Kahn | TrustRadius Reviewer

Likelihood to Renew

M‑Files

M‑Files 10.0
Based on 9 answers
Because M-Files became a important tool inside the company. It supports very well the way that a document should be handle. The idea of using metadata instead of the physical file is too much better than handle folders and files. It has capabilities to create new features that can automate the daily basis usage of users, improving performance.
Anonymous | TrustRadius Reviewer

SmartSearch

SmartSearch 8.6
Based on 3 answers
Too easy to use, low enough TCO to continue on with for a long, long time.
Terrence Abrams | TrustRadius Reviewer

Usability

M‑Files

M‑Files 8.7
Based on 7 answers
It is a powerful system that can locate content fast and effectively. The system takes quite some time to setup initially. It can be hard for M-Files support to know how businesses operate and how they want to use the system in a way that works for them. The customization makes it great for companies to cater to their own needs. Once the system is set up in a way that makes sense for the business, the user experience is positive. There is room for improvement in the notifications, workflow, and support areas.
Anonymous | TrustRadius Reviewer

SmartSearch

SmartSearch 7.5
Based on 2 answers
Need to fix the preview utility.
R.J. Kahn | TrustRadius Reviewer

Reliability and Availability

M‑Files

M‑Files 9.1
Based on 3 answers
always there.
Tim Goetz | TrustRadius Reviewer

SmartSearch

SmartSearch 9.1
Based on 1 answer
Square-9 can get this product out to you in almost the same hour your order it. We got ours very fast.
Terrence Abrams | TrustRadius Reviewer

Performance

M‑Files

M‑Files 9.1
Based on 2 answers
I noticed some lagging with the integration with Microsoft Office but not so much that I would not use it. It has gotten better with updates. to be fair the issues were when Office 2013 first came out.
Tim Goetz | TrustRadius Reviewer

SmartSearch

SmartSearch 8.2
Based on 1 answer
With the PDF projected viewer, the document retrieval-to-display can drag for a second more than some systems, and the capture workflow if you overload a server array can also drag, but those are the only two issues we've ever seen with this product, and they are not serious issues at all.
Terrence Abrams | TrustRadius Reviewer

Support Rating

M‑Files

M‑Files 8.9
Based on 5 answers
Usually when I need help from them I got support and it was very good and focused to solve my problem. I didn't have so many problems, but when used it worked. I just would like to have a support in my native language, but I can understand that sometimes is hard for the companies.
Anonymous | TrustRadius Reviewer

SmartSearch

SmartSearch 6.4
Based on 2 answers
I have never really needed support for this feature.
R.J. Kahn | TrustRadius Reviewer

In-Person Training

M‑Files

No score
No answers yet
We had online conference call training with a recording to use later as needed
Anonymous | TrustRadius Reviewer

SmartSearch

SmartSearch 7.3
Based on 1 answer
It would have been higher, but the training is a bit muted for the lesser qualified office equipment vendors who signed up as partners to sell and support it. The more experienced ECM vendors and customer end-users will find the training very good, but a bit slow.
Terrence Abrams | TrustRadius Reviewer

Online Training

M‑Files

M‑Files 9.1
Based on 2 answers
They answer all questions and record your training for later use.
Anonymous | TrustRadius Reviewer

SmartSearch

No score
No answers yet
No answers on this topic

Implementation Rating

M‑Files

M‑Files 8.9
Based on 4 answers
The key insight is that the most important thing is to have a open mind. The application is easy to use, but if you have a company with different views and it is not aligned could be a huge problem. So the company transformation is required together with the application. Ensure to use as much as possible the capabilities of the application helps to have best ROI.
Anonymous | TrustRadius Reviewer

SmartSearch

SmartSearch 8.1
Based on 2 answers
Just let it happen. It's very quick and smooth.
Terrence Abrams | TrustRadius Reviewer

Alternatives Considered

M‑Files

M-Files is considered as document management system. However, we started with M-Files using it as application and data management platform. We planned the meta data structures well and now we benefit from it as we start using M-Files as document management system. We considered using SharePoint but found M-Files far more suited for our needs.
Yrjö Tolvanen | TrustRadius Reviewer

SmartSearch

A similar product I have used was Time Matters. For a Law Firm, I think Time Matters is more useful as it keeps track of everything for a client, including billing. However, since I now work for a legal department of a corporation, SmartSearch is definitley more useful. It is not possible to seperate the documents we have internally in neat client files. We have various miscellaneous documents for many different services and customers or vendors. SmartSearch allows us to organize in broad categories that make sense to internal employees using it and to make sure security is set on specific documents. Time Matters would not have been sufficient for our managers to have access to, since it uploads all documents to the file - some of which are confidential.
Megan Cobleigh | TrustRadius Reviewer

Scalability

M‑Files

M‑Files 10.0
Based on 1 answer
do so much more than we need but has all the stuff we do need.
Tim Goetz | TrustRadius Reviewer

SmartSearch

SmartSearch 7.3
Based on 1 answer
The scale-ability is quite good actually, but you need competent sales/support folks providing it to you, so the scale is set right for the demands of your system use. Some resellers are not good at doing this, some are fantastic. If you are scaled correctly at first implementation, you'll be very happy with this system.
Terrence Abrams | TrustRadius Reviewer

Return on Investment

M‑Files

  • M-Files allows us to track important milestones and expiration dates. We are now able to easily track revisions to contracts with community partners and record comments and history in one place.
  • We are able to track all contracts that come through our District and to create monthly reports to present to our Board.
Anonymous | TrustRadius Reviewer

SmartSearch

  • Increased efficiency in time management
  • Assists the company in not missing termination dates of vendors we do not wish to continue business.
  • Allows an easy analysis of all active vendors and customers.
Megan Cobleigh | TrustRadius Reviewer

Screenshots

Pricing Details

M‑Files

General

Free Trial
Yes
Free/Freemium Version
Premium Consulting/Integration Services
Yes
Entry-level set up fee?
No

SmartSearch

General

Free Trial
Yes
Free/Freemium Version
Premium Consulting/Integration Services
Yes
Entry-level set up fee?
Optional

Rating Summary

Likelihood to Recommend

M‑Files
8.2
SmartSearch
8.7

Likelihood to Renew

M‑Files
10.0
SmartSearch
8.6

Usability

M‑Files
8.7
SmartSearch
7.5

Reliability and Availability

M‑Files
9.1
SmartSearch
9.1

Performance

M‑Files
9.1
SmartSearch
8.2

Support Rating

M‑Files
8.9
SmartSearch
6.4

In-Person Training

M‑Files
SmartSearch
7.3

Online Training

M‑Files
9.1
SmartSearch

Implementation Rating

M‑Files
8.9
SmartSearch
8.1

Scalability

M‑Files
10.0
SmartSearch
7.3

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